Database Manager & Donor Engagement

Mulgrave School

2330 Cypress Bowl Lane

West Vancouver, BC V7S 3H9

Permanent Full-Time 

Mulgrave is one of Canada’s leading independent co-educational pre-K – 12 day schools, serving the North Shore of Vancouver. We are an established IB Continuum World School with a reputation for excellence and innovation. We are seeking an experienced Database Manager & Donor Engagement to start in January 2027. The primary language of work will be English. 

Reporting to the Senior Vice-President of Advancement, the role of Database Manager & Donor Engagement is an integral part of the Advancement team. This role fulfils the following primary duties aimed at maximising fundraising revenue, communication impact, and outreach.

• Management and administration of the advancement database, including data integrity, improvement, staff training, gift processing, and payment portal management
• Maintains high proficiency in Blackbaud’s Raiser’s Edge NXT and perfects the data input and output process and system
• Provides data analytic insights for planning and implementing a diverse portfolio of fundraising strategies to support the school’s development needs 
• Responsible for certain key Advancement Services including prospect research & strategy, office administration, and donor service and stewardship

In order to provide the best possible learning environment for our highly diverse, multicultural student population, Mulgrave actively seeks to recruit staff from groups that have been traditionally underrepresented in independent and international school faculties. BIPoC and 2SLGBTQ+ educators and those with disabilities are warmly encouraged to apply, and invited to reach out for more information about our commitment to diversity, equity, inclusion, and justice.

Duties and Responsibilities

Including but not limited to the following:

• Maintains the overall database integrity and quality, including routine data improvement, data auditing, practice enforcement, security and code value management, systems checks, and database functions
• Import and export data from various sources, including manual entry
• Administers and manages gift processing, batch entry, and donation coding; prepares backup gift documentation and makes adjustments
• Manages the prompt issuance of donation receipts for tax purposes, ensuring proper documentation in accordance with the rules, regulations & guidelines of the Canadian Revenue Agency (CRA)
• Posts all donation entries to the Financial Edge system weekly and reviews weekly and monthly reports for accurate reconciliation with the Finance Department. Performs monthly fundraising reconciliations and pledge management.
• Develops and maintains queries/exports for direct appeals, email campaigns, publications, events, and ad hoc projects.
• Identifies, recommends, establishes, and implements relevant Advancement procedures, technology-based solutions, systems, standards, and processes including solutions for accuracy, integrity, security (privacy), and efficiency.
• Provides training for Raiser’s Edge users within the Advancement office and school as appropriate.
• Ensures policy and procedure documentation is current and implemented.
• Maintains up-to-date knowledge of relevant CRA rules and regulations 
• Liaises with Finance for reconciliations to produce projections, revenue actuals, reports, and other documentation, including for audits, as needed.
• Works with the Director of Advancement and provides statistical analysis and financial reporting, including historical and current analysis to inform the strategic direction of fundraising.
• Works with other team members, including fundraisers, on their needs as they relate to database reports and information to perform their roles effectively and position them for success.
• Is responsible for the pipeline-donor relationship management system and processes including presenting pipeline reports to the Director of Advancement and other staff to help inform fundraising and stewardship
• Carries out research and analysis on giving histories and patterns to determine philanthropic profiles, including financial ability and capacity to make a gift
• Updates donor wealth screenings and other fundraising-related data
• Identifies, mines, and analyses prospects for fundraising and outreach initiatives
• Can present research in an end-user-friendly fashion for teams, leaders, and volunteers for fundraising and outreach initiatives

Donor Service and Stewardship

• Understands stewardship best practices and can create prompt, engaging donor acknowledgement communications and processes; Manages donor listings and delivers on certain stewardship program activities
• Manages records and donor relations for monthly donors and assists fundraisers with multi-year pledge donor relations
• Assists with executing the donor strategy, including but not limited to individual and family engagement activities, cultivation, and solicitation
• Helps develop meaningful stewardship strategies for current donors, including their re-entry into the donor cycle
• Works with the Director of Advancement in securing new parent meetings and producing all donor and prospect solicitation materials and correspondence as required by donor strategies
• Participates in all advancement team activities, such as sharing knowledge and best practices, collaborating on donor approaches, etc.

• Helps support alumni information management.
• Manage and reconcile the Advancement budget. 
• Works effectively with colleagues within Advancement and across the school, including leadership, ensuring respectful use of time and collaboration when they are asked to support or work with this role.
• Maintains a high level of sector and best practice knowledge relevant to the role and shares this with the team to model a culture of continuous improvement.
• Provides other administration services normal to an Advancement office and carries out additional duties as required.

Required Qualifications:

• Have Canadian residency and be legally entitled to work in Canada, or be prepared, with the school’s support, to go through the process of applying for the appropriate visa and permissions from the Canadian and BC authorities before commencing work
• Minimum of a Bachelor's Degree 
• Mastery of Raiser’s Edge as well as Microsoft Office programs (Word, Excel, Outlook, Powerpoint), Google Suite & Tableau.
• Sound knowledge of CRA rules and regulations is an asset.
• Previous experience in development/advancement or in equivalent roles in not-for-profit or sales environments.
• 5 years experience with managing a database and web-based systems
• 5 years experience with data import/export, queries, and designing and generating reports from a relational database
• 5 years experience in research and related tools, including creating custom profiles, reports, and Crystal reports.
• Bilingual (English and Mandarin) is an asset.

Preferred Experience and Qualities (in no particular order):

• Passionate about data and data analysis! Takes exceptional pride in data accuracy and integrity.
• Commits to high-quality work and meets deadlines; exceptional attention to detail and accuracy.
• Takes initiative and ownership; has a growth mindset.
• Culturally competent to work with individuals and groups from diverse racial, religious, cultural, ethnic, and socioeconomic backgrounds.
• Is a team player and relationship builder: positive, fun, “can do” attitude 
• Has self-awareness (incl. naturally reflecting on performance/feedback), self-management, empathy, and social expertise.
• Has exceptional client service skills (team and donor-centred). 
• Is strong in financial acumen; understands how to analyse financial data.
• Is solution driven and a creative problem solver.
• Excels in time management, planning, organisational and execution skills; is capable of working in a fast-paced, high-functioning, performance & goal-driven environment.
• Flexible and adaptable to a changing environment.

The salary range for this position will be $88,500 to $93,500 based on skills and experience. This position will also include BC Medical coverage, extended health & dental benefits, and 8% RRSP contribution. Applicants should either be Canadian or be prepared, with our support, to go through the process of applying for the appropriate visa and permissions from the Canadian and BC authorities before commencement. 

Please see our website for further information about our school at www.mulgrave.com.  

Your resume and cover letter should be submitted to https://mulgrave.bamboohr.com/careers. Interviews for this position will be ongoing.  

We thank all interested parties.  Only those selected for an interview will be contacted.